CDMIS Update Issue #15

Child Development Management Information System (CDMIS)
September 1, 2012

CDD-801A Monthly Population Reports - Reduction to Months Available for Revision

Beginning October 1, 2012, the Child Development Management Information System (CDMIS) will no longer maintain six months of active data for updates and edits. Instead, we will maintain three months of active data. This means agencies will only be able to submit CDD-801A reports for the current report period as well as updates or revisions to the prior two report periods.

Using the September 2012 report period as an example, at the same time agencies are submitting the September 2012 CDD-801A report during the month of October 2012, agencies will also be able to submit updates (add families, delete families, or modify existing families) to July 2012 and August 2012 if necessary. You can submit as many updates as necessary to ensure your reports are accurate. However, revisions to reports that are not for the current or prior two report periods will no longer be accepted.

For detailed information on submission guidelines and due dates, please see Management Bulletin 09-12, Reporting Requirements for the CDD-801A Monthly Population Report.

Suggested Business Rules for Updating Existing CDD-801A Reports

CDMIS staff has observed that many contractors, when updating existing submissions, wait as long as six months to submit their updates. This process creates a significant delay for CDMIS to receive accurate data and meet its federal reporting requirements.

In an effort to ensure reports are received in a timely manner, CDMIS will allow only three months of data to remain open during any given month for all contractors to make revisions (if necessary) to the 801A report.

For those contractors who submit the CDD-801A via electronic file and revise their reports to capture data from the receipt of late timesheets or payment vouchers, CDMIS suggests that when your agency submits the current month CDD-801A report, it is at this time you also revise and update the CDD-801A reports for the prior two months. With this process, the CDD-801A will be updated in a consistent fashion each month and CDMIS can present to the federal government a more accurate representation of the families and children served in our child care and development programs.